Advanced Certificate Course in Procurement Management

Module-1: Legal, Regulatory and Organisational Frameworks for Public Procurement

Course Description

One of the critical success factors for successful procurement systems whether at national or organisational levels is the establishment of strong legal, regulatory, institutional and organisational frameworks that would drive procurement activities. This module lays a solid foundation to participants on the various frameworks needed to establish strong, effective and efficient procurement systems. The course provides insight on procurement laws, regulations and the various institutions, and organisational frameworks needed to entrench best practices and achieve best value for money on every government spending. The UNCITRAL procurement model, which is considered as one of the most popular procurement models adopted by many countries, is also discussed. Finally, a close look at the Nigerian Procurement framework is undertaken. The legal, regulatory, and organisational frameworks that support procurement in the Nigeria Public sector is thoroughly analysed and compared to best practices in other developed and developing countries globally.

Learning Outcomes

• The concept of public procurement: definition
• Understanding of the scope of application of public procurement laws and regulations and the history of evolution of public procurement laws and regulations
• The differences between public and private procurement
• Understanding of the typical contents of secondary legislation like the Procurement Regulations and the role of Standard Bidding Documents
• Knowledge of the purpose of UNCITRAL’s Model Law in assisting all countries in harmonizing their respective national procurement law in accordance with internationally agreed principles and norms
• Understand the procurement tasks that compose each of the three phases of the procurement process

Module Breakdown

• Introduction to Procurement
• The Legal and Regulatory frameworks for Public Procurement
• Institutional and Organizational frameworks for Public Procurement
• Legal Framework for Public Procurement in Nigeria
• UNCITRAL Model Law (Key provisions and Bidders’ Complaints Mechanism)
• UNCITRAL Procurement Methods
• The WB Procurement Regulations
• OECD – DAC Assessment Methodology (MAPS II)
• Government Procurement Agreement (GPA) – World Trade Organization
• Steps of the procurement process and the Competency Framework for the Public Procurement Profession
• Anti-Corruption measures and Code of Conduct of procurement Professionals
• Copious Case Studies Analyses Sessions

Module 2: Strategic and Operational Procurement Planning

Course Description

The first step to every procurement exercise is planning. To plan procurements effectively, procuring entities conduct needs assessment, collate and prioritise the needs, carry out market research and analysis to determine the cost implication of the needs. This process is critical to the success of all subsequent processes as poor procurement planning leads to severe consequences at later stages of procurement lifecycle. Therefore, to avert crises during the implementation stages, procurement operations must strategically be planned. This module horns the skills of procurement officers on strategic and operational procurement planning. The course discusses in detail why PEs need to plan procurement ab-initio. It covers issues such as processes for compiling annual procurement needs of the Procuring Entity, how to apply market research and access related sources of information, types of competition in the market, risk management in planning and bidding, as well as cost estimation techniques. The course serves to define the key responsibilities of procurement officers in ensuring efficiency and effectiveness of procurement plans. It targets public procurement officers, construction professionals, managers and officials from all Federal Government MDAs, State Government Ministries and Agencies, chief executives and head of units.

Learning Outcomes

• Understand the core issues and challenges associated with procurement planning
• Know how to apply market research and access related sources of information
• Identify and manage potential risks in the planning and bidding stages of the procurement process
• Understanding the importance of developing an accurate cost estimate for a procurement contract
• Prepare annual procurement plan using the Nigerian Public Procurement framework
• Identify best practices in procurement planning

Module Breakdown

• Introduction to Procurement
• Needs Assessment and Spend Analysis
• Market Research and Market Engagement
• Types of Competition in the Markets and Analysis of Suppliers’ Preferences
• Context Analysis and Capability Assessment of the Procurement Department
• Risk Management in planning and bidding
• Procurement Strategy Preparation (5-steps), Setting Procurement Objectives and Selection of the optimal procurement strategy
• Annual Procurement Planning
• Cost Estimation Techniques
• Procurement Planning Using the Nigeria Public Procurement Framework
• Copious Case Studies Analyses Sessions

Module 3: Procurement Management for Goods

Course Description

Organisations spend huge sums of monies to procure goods they need to achieve their primary mandates. These procurements must be guided by regulations that set forth the guidelines on how they are done. To equip participants with the adequate skills to manage procurement of goods, this course x-rays the processes and requirements for procuring goods. The procurement framework and guidelines for Multilateral Development Banks (MDBs) is used as a guide. The course first introduces participants to key concepts and considerations on procurement of goods. Subsequently, insight is provided on the various technical specifications in the procurement of goods, qualification and bid evaluation criteria, conditions of contract, as well as INCOTERMS.

Learning Outcomes

• Appreciate the lifecycle of procurement of goods
• Understand the various types of technical specifications in the procurement of goods
• Develop prequalification and evaluation criteria for procurement of goods
• Understand and apply the concept of INCOTERMS appropriately

Module Breakdown

• Introduction to Procurement of Goods
• Types of Technical Specifications in the procurement of Goods
• Structure of Technical Specifications and the role of procurement officer
• Standard Bidding Documents for the procurement of Goods
• Bidders’ Qualifications Criteria and Bid Evaluation Criteria
• Bidding Forms, Price Schedules and Schedule of Requirements
• The General Conditions of Contract (GCC)
• The Special Contract Conditions (SCC) and Contract Forms
• INCOTERMS
• Bid Evaluation Methods: Cheapest Price, Lowest Evaluated Cost, Rated Criteria and Life Cycle Costing method
• Bid Opening and Bid Evaluation Reports
• Copious Case Studies Analyses Sessions

Module 4: Procurement Management for Works

Course Description

This course enlightens on the types of works contracts, prequalification in works contracts, Standard Bidding Documents (SBD) for works, price adjustment procedures in small and large works contracts, bidding forms and works requirements, bid evaluation in works contracts, conditions of contract, general conditions of contract, as well as Alternative Dispute Settlement Mechanisms.

Learning Outcomes

• Understand the key differences between procurement of Goods and Works
• Recognize most common types of contracts in the procurement of Works and the factors that influence the choice of a particular contract
• Appreciate the advantages and disadvantages of conducting prequalification
• Understand the typical contents of a Standard Prequalification Document
• Understand the underlying reasons for price adjustment in construction contracts
• Apply the steps in bid evaluation for the procurement of Works

Module Breakdown

• Introduction to Procurement of Works and Types of Works Contracts
• Prequalification in Works Contracts
• Standard Bidding Documents (SBD) for Works: Instruction to Bidders and Bid Data Sheet
• Price Adjustment Procedures in Small and Large Works contracts
• Bidding Forms and Works Requirements
• Bid Evaluation in Works Contracts
• General Conditions of Contract - MDB Small Works
• General Conditions of Contract - Large Works (FIDIC second edition, 2017)
• Particular Conditions of Contract - Small and Large Works (MDB and FIDIC conditions)
• Types of Insurance Policies in Works Contracts
• Alternative Dispute Settlement Mechanisms (Adjudicator, DAAB and Arbitration)
• Copious Case Studies Analyses Sessions

Module 5: Selection and Recruitment of Consultants

Course Description

Consultancy services involve the selection of external firms or individuals to provide services of an intellectual nature like engineering design, feasibility studies, environmental impact assessments, legal and audit services etc. and/or services of an advisory or capacity-building nature like management consultancies, training etc. The process of selecting the right service providers if not carefully managed could lead to poor procurement outcomes that do not represent value for money. To ensure that right hands are engaged in provision of services, this course explores the selection methods and practices underlying the procurement of consultancy services. The course covers a wide range of issues on procurement of consultancy services such as nature and scope of consultancy services; relevance of recruiting consultants; types of consultancy contracts; steps followed in the selection process for consultants. It also exposes participants on how to prepare Terms of Reference (TOR), Expression of Interest (EOI), Standard Request for Proposals (RFP), and how to evaluate consultancy proposals.

Learning Outcomes

• Appreciate the range/scope of consultancy services and the key reasons for recruiting consultants
• Understand the different types of consultancy contracts and their various areas of application
• Understand the rationale behind each consecutive step of the selection process for consultants
• Prepare ToRs, EoIs, RFP and evaluate consultancy proposals effectively

Module Breakdown

• Introduction: Nature and scope of Consultancy services and why recruit consultants?
• Types of consultancy Contracts
• Steps in the selection process for consultants
• Expression of Interest (EOI) and Shortlisting of consultancy firms and joint ventures
• Preparation of Terms of Reference (TOR) and budget estimate
• Standard Request for Proposals (RFP)
• Evaluation of Consultancy Proposals
• General and Special Conditions of Contract in consultancy assignments
• Standstill Period, Debriefing, Award Negotiations, Notification of Intention to Award and Contract signature
• Management of Consultancy Contracts
• Copious Case Studies Analyses Sessions

Module 6: Performance-based Procurement of Non-consultancy Services

Course Description

This course provides participants with the rudiments on of procurement of non-consultancy services. It aims to explain the principles of procurement of physical services, performance-based specifications versus input-based specifications, definition of the TOR/scope of services suitable for Performance-based contracting, prequalification of service providers, preparation of data sheet, bid evaluation, conditions of contract, as well as facilities management contracts.

Learning Outcomes

• Explain the concept of procurement of physical services and procurement strategy formulation
• Understand the performance-based specifications versus input-based specifications
• Understand prequalification of service providers of non-consultancy procurement
• Prepare TOR/scope for non-consultancy services

Module Breakdown

• Performance-based specifications versus input-based specifications
• Definition of the Scope of Services and the formulation of SMART Objectives
• Prequalification for Physical Services contracts
• Bid Evaluation and Notification of Intent to Award
• General Conditions of Contract
• The Special Conditions of Contract and Appendices
• Performance-based Road Maintenance
• Facilities Management Contracts
• Copious Case Studies Analyses Sessions

Module 7: Procurement for Design Supply and Installation of Electro-mechanical Plant

Course Description

Realising the significant role technology plays in improving the efficiency and effectiveness of various human endeavors, the study of the procurement process for the design, supply and installation of electro-magnetic plant cannot be overemphasised. This module provides insight on the concept, scenarios and features of procurement of electro-mechanical plants. The workshop discusses issues such as design, supply and installation contracts and setting performance parameters of the facilities. It also takes participants through MDBs’ standard bidding documents for design, supply and installation of electro-mechanical plant, bidding forms and pricing schedules, the employer’s requirements, contents of the bidder’s technical proposal, conditions of contract, contract agreement as well as bid evaluation using life cycle costing method.

Learning Outcomes

• Identifying the applicable scenarios where the procurement strategy may call for the use of Plant, Design, Supply, Installation and Commissioning Contracts
• Recognizing the special features of Plant, Design, Supply, Installation and Commissioning Contracts
• Understanding the division of roles and responsibilities among the Employer, Contractor and Project Manager
• Understanding the structure and contents of MDBs’ standard bidding documents for procurement of electro-mechanical plant

Module Breakdown

• Introduction to Procurement of Plant, Design, Supply and Installation Contracts
• Setting Performance Parameters for Facilities and/or Preliminary Design
• MDBs’ Standard Bidding Documents for Design, Supply and Installation of electro-mechanical plant: Instructions to Bidders
• MDBs’ Standard Bidding Documents for Design, Supply and Installation: Bid Data Sheet
• Bidding Forms and Pricing Schedules
• The Employer’s Requirements
• General Conditions of Contract II
• Particular (Special) Conditions of Contract
• Contract Agreement and its Appendices
• Bid Evaluation using Life Cycle Costing method (LCC)
• Copious Case Studies Analyses Sessions

Module 8: Advanced Contract Management and Assessment of Vendors’ Performance

Course Description

Once contracts for procurement are signed, parties to the contract rely on the contract provisions to guide their relationships, especially in the discharge of their obligations to the contracts. Sometimes managing the contract stage could be very difficult and tasking especially in complex projects. To address this challenge, this course provides participants with in-depth discussions on contracts management of goods, works and services. This course first reviews concepts of contract management, types of contracts for different procurement, and contractual issues associated to various procurement types. Subsequently, other issues such as contract structure and contract control rectangle, sources and types of risks and relationship management in contracts, relevant KPIs for monitoring and assessment of vendors’ performance are discussed. Furthermore, participants are taught how to prepare contract management plan (CMP) for goods, works and services.

Learning Outcomes

• Appreciate the concept of contract and stages in contract management
• Identify contract’s key parameters and the need for specific procedures to manage/control these parameters
• Understand how to apply Change Management and Value Engineering procedures in relevant construction and physical services’ contracts
• Develop contract management plan for procurement of goods, works and services

Module Breakdown

• Introduction to Contract Management
• The Contract Structure and Contract Control Rectangle
• Sources and Types of Risks and Relationship Management in Contracts
• Preparation of Contract Management Plan and Setting of KPIs
• Contract Management Plan for Works and Non-Consulting Services and Related Issues
• Contract Management Plan for Consultancy Services Contracts
• Contractual Claims: Principles & Costing
• Amicable Settlement and Alternative Dispute Settlement Mechanisms (Dispute Management Board)
• Taking over Certificate, Defects Liability Period in Works Contracts and Contract Close-Out

Module 9: Procurement Audit

Course Description

This course exposes participants to best practices in procurement audits and investigations. The course enables participants to understand the essential tools needed to perform internal-control related services. It covers a wide range of concepts and issues such as setting of key procurement indicators, types of procurement audit, audit objectives and applicable standards, role of the principal procurement auditor, preparation for the audit assignment, and analysis of risks in the procurement process. Furthermore, participants are exposed to tips for preparation of audit plan, audit scope and objectives, estimation of needed time and resources, execution of audit, sources and types of evidence and evidence requirements, as well as preparation of the audit report.

Learning Outcomes

• Understand the role of the Procurement Manager/Supervisor in the design and management of the three pillars of successful procurement organizations
• Recognize the four dimensions for measurement of outcomes of a procurement organization
• Recognize the fundamental principles governing the public procurement legal framework that must be applied by the procurement auditor
• Understand the purpose, objectives and timing of the various types of procurement audit
• Undertake the preparatory work needed ahead of executing the procurement audit assignment
• Recognize the typical contents of a procurement audit report

Module Breakdown

• The Role of Procurement in Corporate Management
• Functions of the Procurement Manager/Supervisor
• Setting of Key Procurement Indicators (KPIs)
• Types of Procurement Audit, Audit Objectives and Applicable Standards
• Role of the Principal Procurement Auditor and Preparation for the Audit Assignment
• Analysis of Risks in the Procurement Process
• Analysis of Risks in the Procurement Process: Bidding and Contract Management
• Preparation of Audit Plan, Audit Scope and Objectives, and Estimation of Needed Time and Resources
• Execution of Audit, Sources and Types of Evidence, and Evidence Requirements
• Preparation of the Audit Report: Contents, Applicable Quality Standards and Follow-up Arrangements
• Copious Case Studies Analyses Sessions

Module 10: Sustainable Procurement

Course Description

This module provides the participants with the practical knowledge and skills necessary to integrate sustainability in the procurement of goods, works and services. Participants would learn how to analyse and integrate economic, environmental and social considerations in the procurements. Similarly, the workshop would take participants through various international regulatory frameworks for sustainable procurement and the methodology adopted by these frameworks to integrate sustainability across procurement stages and processes.

Learning Outcomes

• Explain the concept of Sustainable Development and its three pillars
• Identify and apply the enabling conditions for promoting national SPP strategies
• Identify the drivers and barriers to SPP implementation
• Recognize the social and environmental considerations to be considered at the first two steps of the procurement process
• Use social and environmental considerations in setting bidders’ qualifications requirements
• Use social and environmental considerations as contract conditions

Module Breakdown

• Introduction to Sustainable Public Procurement, Definition of SPP and how it is linked to Sustainable Development
• Drivers, Enabling Conditions, Barriers and Benefits of SPP
• UNEP SPP Implementation Methodology
• Integration of SPP: Identification of Need and Definition of the Requirement
• Use of Eco-labels, Social and Fair-Trade Labels in Implementing SPP Operations
• Integration of SPP: Bidders’ Qualifications and Bid Evaluation Criteria Steps
• Integration of SPP Considerations in the Procurement Process: Contract Conditions
• Bid Evaluation in SPP Operations (Including Use of the LCC Bid Evaluation Method)
• Application of SPP to Priority Sectors: Construction, IT Equipment and Cleaning Services
• UN Global Compact and the Role of the Private Sector in SPP and SD
• Copious Case Studies Analyses Sessions

Module 13: Green Procurement

Course Description

In many countries, the government is the single largest purchaser of products, services, and works. The 26th UN Conference of the Parties (COP26), held in November 2021, generated considerable momentum with many national governments and major cities pledging to make their procurement processes greener.

Green Public Procurement (GPP) plays a key role in achieving global climate goals and national targets. It also serves as a strategic tool for governments to meet environmental and development objectives simultaneously.

Learning Outcomes

• Understand the local and global context and strategy for implementing the green procurement agenda.
• Gain in-depth appreciation of the procurement stages where green criteria can be applied — especially during pre-procurement, specification setting, selection and award criteria, and contract performance conditions.
• Equip procurement officials with strategies to reduce their organization’s carbon footprint.

Module Content/Breakdown

• Introduction to Green Public Procurement: Rationale, Key Concepts, Purpose, and Structure.
• The Business Case for Green Public Procurement: Objectives, Indicators, Prioritization, Stakeholders, Green Market Development.
• The Enabling Framework for Green Procurement: Organizational Structure, Regulation, Incentives, Monitoring and Reporting, Capacity Building, Technical Support.
• Operational Tools for Green Public Procurement: Environmental Criteria, Ecolabels, Environmental Management Standards, Life-Cycle Costing.
• Operational Approaches for Green Public Procurement: Needs Assessments, Market Consultation, Joint Procurement, Framework Agreements, Catalogs, Supplier Facilitation, Product-Service Systems, Performance-Based Contracts, Innovation Procurement.
• Ten Steps to Greener Public Procurement:
  • Steps 1–2: Create transparency in baselines and targets
  • Steps 3–4: Optimize products for greenhouse gas abatement across their life cycle
  • Steps 5–6: Define product and supplier standards and work with suppliers
  • Steps 7–8: Develop the wider ecosystem and create buying groups
  • Steps 9–10: Transform the procurement organization and align across agencies
• Managing Green Public Procurement Reforms: Reform Pathways, GPP Assessments, Strategies, and Action Plans.

Module 11: e-Procurement

Course Description

The continuous advancement in Information and Communications Technology (ICT) has increased the widespread application of its tools across disciplines worldwide. Over the last few decades, the procurement and supply chain management domain has benefitted from disruptive technologies such as e-procurement (e-sourcing, e-advertising, e-tendering, e-contract management, etc.). This trend is expected to continue, necessitating the need for procuring entities to build competencies in e-procurement systems.

This short course is designed to lay a solid foundation on e-procurement, covering concepts, technologies, tools, models, and strategies for implementation. The overall aim is to equip procurement practitioners with the skills required to transition from traditional procurement practices to modern electronic approaches.

Learning Outcomes

• Provide trainees with an understanding of the fundamental concepts of e-procurement.
• Expose participants to various forms and models of e-procurement.
• Provide in-depth knowledge of requirements for e-procurement implementation.
• Offer hands-on experience with e-procurement tools such as e-informing, e-market surveying, and e-tendering.

Module Content

This module is divided into two major components:

• Theory and practice of e-procurement.
• Hands-on sessions for practical appreciation of e-procurement systems.

Unit 1: Basic Architecture of e-Procurement Systems

• Definition and benefits of e-procurement
• Features, models, and pitfalls
• Components and system architecture: e-Registration, e-Searching, e-Planning, e-Publishing, e-Tendering, e-Evaluation, e-Awarding

Unit 2: e-Procurement Systems Development & Implementation

• Current trends in e-Procurement Systems
• Implementation considerations
• Best practices and approaches
• Real-world case studies

Unit 3: Advanced e-Procurement Systems

• e-Reverse Auctions
• Contract and Catalogue Management
• e-Purchasing and Vendor Management
• Procurement Monitoring and Reporting

Unit 4: Adopting e-Procurement Systems in Organisations

• Integration into business processes
• Legal aspects: contracts, e-signatures, e-bidding

Drivers & Barriers to e-Procurement Adoption

• Drivers of adoption
• Challenges and solutions
• Implementation frameworks

e-GP Adoption in Nigeria

• CPAR legal and regulatory considerations
• Minimum requirements for implementation
• e-GP readiness assessments

Unit 5: Performance Evaluation of e-GP Adoption

• Key performance indicators (KPIs)
• Strategic planning and management
• Calculation of performance metrics

Practical Sessions

Participants will interface with the Nigerian e-Procurement Portal (NIPePP), developed by researchers led by Prof. Yahaya Ibrahim Makarfi of the Department of Quantity Surveying. The platform supports the entire procurement lifecycle, enabling real-world practice.

• Practical Session 1: e-Searching
• Practical Session 2: e-Planning
• Practical Session 3: e-Tendering
• Practical Session 4: e-Evaluation/Award

Module 13: Green Procurement

Course Description

In many countries, the government is the single largest purchaser of products, services, and works. The 26th UN Conference of the Parties (COP26), which took place in November 2021, generated considerable momentum, with many national governments and major cities pledging to make their procurement processes greener. Therefore, Green Public Procurement (GPP) has a key role to play in delivering on the ambitious global climate goals and national targets. It also serves as a powerful tool for governments to simultaneously achieve their environmental and development policy objectives.

Learning Outcomes

• To provide the participant with an understanding of local and global context and strategy for delivering the green procurement agenda.
• To provide in-depth appreciation of the stages in procurement where the green criteria can be applied and promoted—usually at the pre-procurement stage: specifications, selection and award criteria, and contract performance conditions.
• To enable procurement officials overcome challenges in their efforts to reduce their organization’s carbon footprints.

Module Content/Breakdown

1. Introduction to Green Public Procurement: Rationale, key concepts, purpose, and structure
2. The Business Case for Green Public Procurement: Objectives, indicators, prioritization, stakeholders, green market development
3. The Enabling Framework for Green Procurement: Organization, regulation, incentives, monitoring and reporting, capacity building, technical support
4. Operational Tools for Green Public Procurement: Environmental criteria, ecolabels and environmental management standards, life-cycle costing
5. Operational Approaches for Green Public Procurement: Needs assessments, market consultation, joint procurement, framework agreements and catalogs, supplier facilitation, product-service systems and performance-based contracts, and innovation procurement
6. Ten Steps to Greener Public Procurement:
   • Steps 1 and 2: Create transparency in baselines and targets
   • Steps 3 and 4: Optimize products for greenhouse gas abatement across their life cycle
   • Steps 5 and 6: Define product and supplier standards and work with suppliers
   • Steps 7 and 8: Develop the wider ecosystem and create buying groups
   • Steps 9 and 10: Transform the procurement organization and align across agencies
7. Managing Green Public Procurement Reforms: Reform pathways, GPP assessments, GPP strategies and action plans